How to Cut Printing Costs by 30% with Managed Print Services

Printing costs can silently drain your business budget, often growing unnoticed until they become a significant expense. Many companies spend 1-3% of their annual revenue on printing alone, yet most business owners have little visibility into where this money goes. The good news? Managed Print Services (MPS) can help you reduce these costs by up to 30% while improving efficiency and productivity.

This practical guide will show you how MPS works, what benefits you can expect, and actionable steps to implement cost-cutting strategies that deliver real results. Whether you're running a small business in Minneapolis or managing multiple offices across St. Paul, the principles we'll cover can transform your printing operations from a cost center into a strategic advantage.

Understanding How Managed Print Services (MPS) Work

Managed Print Services represent a comprehensive approach to handling your organization's entire printing infrastructure. Rather than managing printers, supplies, and maintenance separately, MPS providers take responsibility for the complete printing ecosystem.

The process typically begins with a thorough assessment of your current printing environment. MPS providers analyze your device fleet, usage patterns, costs, and workflows to identify areas for improvement. They track metrics like pages printed per employee, color versus black-and-white ratios, and peak usage times.

This data-driven approach reveals surprising insights. For example, many businesses discover they have twice as many printers as needed, or that employees print in color when black-and-white would suffice. One study by the International Data Corporation found that organizations using MPS reduced their printing costs by an average of 30% within the first year.

After the assessment, MPS providers develop a customized strategy that might include consolidating devices, implementing print policies, or upgrading to more efficient equipment. They handle everything from toner delivery to maintenance calls, providing predictable monthly costs and eliminating unexpected expenses.

The beauty of this approach lies in its proactive nature. Instead of waiting for printers to break down or run out of supplies, MPS providers monitor devices remotely and address issues before they impact productivity. This level of oversight is particularly valuable for businesses with multiple locations, such as companies operating across Bloomington and the Twin Cities area.

The Hidden Costs That MPS Eliminates

Most businesses only see the tip of the iceberg when it comes to printing costs. While paper and toner are obvious expenses, the hidden costs often dwarf these visible line items.

Employee time represents the largest hidden cost. When printers jam, run out of supplies, or break down, employees lose productive time troubleshooting or walking to another device. The Bureau of Labor Statistics reports that the average office worker spends approximately 21 minutes per week addressing printing issues. For a company with 50 employees, this translates to over 900 hours annually—equivalent to half an employee's annual work time.

Maintenance and support costs add up quickly too. Emergency service calls, replacement parts, and IT staff time spent managing printing infrastructure can easily exceed $500 per printer annually. MPS eliminates these unpredictable expenses by including all maintenance in a fixed monthly fee.

Over-purchasing supplies is another common problem. Many organizations buy toner cartridges in bulk without understanding their actual usage patterns, leading to expired cartridges and wasted money. MPS providers use automated monitoring to deliver supplies precisely when needed, reducing waste and storage costs.

Energy consumption also impacts your bottom line more than you might expect. According to the Environmental Protection Agency, office equipment accounts for up to 25% of commercial electricity usage. Modern, energy-efficient devices included in MPS programs can reduce power consumption by 30-50% compared to older models.

Implementing Cost-Control Strategies Through MPS

Effective cost control requires more than just buying cheaper supplies or fixing broken printers. It demands a strategic approach that addresses root causes of excessive printing costs.

Print policy implementation serves as the foundation of cost control. MPS providers help establish rules that automatically route jobs to the most cost-effective devices. For instance, they might configure systems to print large documents on high-speed devices and route color jobs to specific printers for better monitoring.

User authentication adds another layer of control. By requiring employees to authenticate at the device before printing, organizations eliminate abandoned print jobs and encourage more thoughtful printing decisions. This simple change typically reduces total print volume by 15-20%.

Quota systems work well for organizations wanting to control costs without being overly restrictive. Departments receive monthly printing allocations, and managers receive reports showing usage patterns. This visibility naturally encourages more efficient printing habits without creating friction in daily operations.

Device optimization plays a crucial role in cost reduction. MPS providers analyze your printing patterns and recommend the optimal mix of devices. Replacing three small desktop printers with one high-capacity multifunction device reduces both purchase costs and ongoing maintenance expenses.

Duplex printing (printing on both sides) can immediately cut paper consumption in half. MPS providers typically configure this as the default setting across all devices, ensuring employees must actively choose single-sided printing when necessary. This simple change alone can reduce paper costs by 40-50%.

Measuring and Tracking Your Savings

Implementing MPS without proper measurement is like driving without a speedometer—you won't know if you're reaching your destination efficiently. Successful cost reduction requires consistent tracking and analysis of key metrics.

Cost per page is the fundamental metric for comparing different approaches. Calculate this by dividing total printing costs (including devices, supplies, maintenance, and labor) by total pages printed. Track this monthly to monitor improvement trends and identify seasonal variations.

Device utilization rates reveal whether you have the right number and type of printers. Underutilized devices represent sunk costs, while overutilized ones create bottlenecks and maintenance issues. Aim for 60-80% utilization rates across your fleet.

Print volume trends help predict future needs and identify opportunities for additional savings. Look for patterns in color usage, document sizes, and peak printing times. This data informs decisions about device placement, capacity planning, and policy adjustments.

Total cost of ownership provides a comprehensive view of printing expenses. Include purchase or lease costs, supplies, maintenance, energy consumption, and employee time. This comprehensive view helps justify MPS investments and measure true savings.

Regular reporting keeps stakeholders informed and engaged. Monthly dashboards showing cost trends, usage patterns, and savings achievements help maintain momentum for cost-reduction initiatives. Many organizations find that transparency around printing costs naturally encourages more responsible usage.

Advanced Strategies for Maximum Savings

Once basic MPS implementation delivers initial savings, advanced strategies can drive even greater cost reductions and operational improvements.

Digital workflow integration represents the next frontier in reducing printing costs. By connecting printing systems with document management platforms, organizations can automate routing decisions and reduce unnecessary printing. For example, invoices might automatically be emailed to customers instead of being printed and mailed, saving both printing and postage costs.

Predictive maintenance utilizes device data to schedule maintenance before issues arise, thereby reducing downtime and extending equipment lifespan. This proactive approach can reduce maintenance costs by 25% compared to reactive service models.

Supply chain optimization goes beyond just-in-time delivery. Advanced MPS providers negotiate bulk pricing across multiple clients and pass savings along to individual customers. They also implement recycling programs that can offset supply costs through rebates and environmental credits.

Mobile printing capabilities reduce waste by allowing employees to release print jobs only when they're physically present at the device. This eliminates forgotten documents and reduces security risks associated with sensitive information sitting in output trays.

Cloud-based print management enables consistent policies across multiple locations and provides centralized reporting. This is particularly valuable for businesses with offices spread across different cities or regions, ensuring uniform cost control regardless of location.

Ready to Transform Your Printing Costs?

Cutting printing costs by 30% isn't just possible—it's achievable with the right Managed Print Services (MPS) strategy. By combining device optimization, smart policies, and continuous monitoring, you'll see sustainable savings that grow over time.

Contact us today to discover how our Managed Print Services can streamline your operations, reduce waste, and deliver measurable cost savings. We proudly partner with businesses across Bloomington, Minneapolis, and St. Paul.